Privacy Policy

1. Who we are

Kalinga Global Venture (GSTIN 21JNXPS4559D1ZC), trading as ClinicLoop, Ground Floor, House No 1747, Pravati Nilaya, Jhirpani Main Road, near St Johns CNI Church, Jhirpani, Rourkela, Sundargarh, Odisha 769042, India, is the Data Fiduciary for personal data collected on this website. Contact: +91 80934 79927 (call or WhatsApp).

2. What we collect and why

• Enquiry form ("Find my solution" / contact): your name, clinic or hospital name, phone number, city, specialty, number of doctors, the problems and services you select, and your message. We use it to reply to you and recommend a service.
• "Call me now": pressing this button is your request and consent for us to call you on the number you gave, usually within minutes. The call may be made by our AI assistant Sara, who says she is an AI. Calls may be recorded and transcribed to log the enquiry and improve quality. If you choose WhatsApp instead, we contact you only on WhatsApp.
• Live AI receptionist demo: the doctor's name, medical council and registration number, used only to confirm the demo is requested by a registered practitioner and to limit misuse. Your voice and the demo conversation are processed in real time to run the demo.
• Free NMC compliance check: text, a website address and up to 3 screenshots you submit are sent to our AI provider to produce your report. We do not store this content after the report is returned.
• Website assistant chat: your messages are processed to answer you and are not used to build a profile of you.
• Technical data: our host keeps standard server logs (IP address, browser, time) for security and rate limiting. Your browser stores your chosen pricing region (India / Odisha / International) in local storage. We do not use advertising cookies or sell personal data.

Please do not submit patient information through this website. Our forms are meant for doctors and clinics, not for patient health records.

3. Legal basis

We process personal data on the basis of your consent (DPDP Act, section 6), given when you submit a form, press "Call me now" or start a demo, and for legitimate uses permitted by section 7 such as responding to a request you made. You can withdraw consent at any time (section 9 below); this does not affect processing already done.

4. Who processes data for us

We use these service providers (Data Processors), who process data only to provide their service to us:

• Netlify – website hosting and server functions.
• n8n (n8n Cloud) – workflow automation that records enquiries and notifies our team.
• Google (Gmail, Google Workspace / Calendar) – email notifications and appointment scheduling.
• Sarvam AI and our telephony provider – AI voice calls, speech-to-text and text-to-speech.
• Anthropic (Claude) – AI processing for the website assistant, demo and NMC check.
• Meta (WhatsApp) – when you choose to message us on WhatsApp.

Some of these providers process data outside India. We transfer data only to countries not restricted by the Government of India under section 16 of the DPDP Act.

5. How long we keep it

• Enquiries and call notes: up to 24 months after our last contact, unless you become a client or ask us to delete them sooner.
• Call recordings and transcripts: up to 90 days, unless needed for a dispute.
• Demo verification details: up to 30 days. NMC check content: not stored.
• Client records: as long as required by the client contract and by tax law (GST records are kept as the law requires).

6. Client data (when you work with us)

When a clinic becomes a client, the clinic is the Data Fiduciary for its patients' data (for example appointments handled by our AI receptionist or WhatsApp reminders), and ClinicLoop acts as its Data Processor under a written agreement. We process patient data only on the clinic's instructions, never use it for our own marketing and never share testimonials or patient details publicly, in line with the NMC Guidelines on Ethical Advertising (6 October 2026).

7. Security

We use encrypted connections (HTTPS), access controls, secret-protected webhooks and rate limiting, and we give team members access only to what they need. No system is perfectly secure; if a personal data breach occurs we will notify the Data Protection Board of India and affected people as the law requires.

8. Children

This website is for doctors and healthcare businesses. We do not knowingly collect personal data from anyone under 18.

9. Your rights

Under the DPDP Act you can:

• ask for a summary of the personal data we hold about you and who we shared it with;
• ask us to correct, complete, update or erase it;
• withdraw consent, including saying "stop calling" on any call or replying STOP on WhatsApp;
• nominate another person to exercise these rights if you die or become incapacitated;
• raise a grievance with us, and if unresolved, complain to the Data Protection Board of India.

10. Grievance officer

Abhishek Senapati, Kalinga Global Venture, Ground Floor, House No 1747, Pravati Nilaya, Jhirpani Main Road, near St Johns CNI Church, Jhirpani, Rourkela, Sundargarh, Odisha 769042 · +91 80934 79927 (call or WhatsApp). We acknowledge grievances within 48 hours and aim to resolve them within 30 days.

11. Changes

We will update this page when our practices change and change the date above. See also our Terms of Service.